Office Manager

1 month ago

Olathe, United States Pools by york Full time
Job DescriptionJob Description


**Job Summary:**
The Office Manager will be responsible for overseeing the daily operations of our office, ensuring smooth and efficient administrative functions. This role involves coordinating with various team members, managing office supplies and equipment, handling customer inquiries, and supporting the management team. The ideal candidate will have excellent organizational skills, a proactive approach, and the ability to multitask.

**Key Responsibilities:**

- **Administrative Management:**
  - Oversee and manage day-to-day office operations.
  - Maintain office supplies inventory and place orders as needed.
  - Ensure the office is well-organized, clean, and presentable.

- **Customer Service:**
  - Complete initial phone consultation with sales leads and pre-approve them to set a sales meeting.

  - Schedule appointments and manage the calendar for the sales and construction teams.

  - Follow up with open proposals and leads as required.

  - Handle customer inquiries, complaints, and service requests via phone, email, and in-person.
  - Assist with customer communication, providing information about services, timelines, and pricing.

  - Communicate with clients and complete intake forms for service calls for the operations manager.

  - Handle annual service contract process from beginning to end: draft & send initial service contracts; schedule pool openings and closing with team; ensure proper completion of contract and resolve any issues.

- **Human Resources Support:**
  - Assist in the onboarding process for new employees, including orientation and paperwork.
  - Maintain employee records and handle HR-related queries.
  - Coordinate with the HR department on payroll and benefits administration.

- **Financial Administration:**
  - Prepare proposals for projects as requested for presentation to the client

  - Prepare progress/completed project invoices for presentation to the client

  - Receive payments, post to accounting software, and prepare bank deposit

  - Ensure team member hours are properly recorded by date and client project

  - Process vendor invoices, purchase orders, and expense reports.
  - Assist in budget preparation and financial reporting.
  - Coordinate with the accounting department to ensure timely payments and accurate financial records.

  - Reconcile month-end vendor statements to accounts payable system to ensure all vendor invoices are accounted for.

- **Project Coordination:**
  - Schedule utility locates for client projects.

  - Complete applications for building permits for client projects.

  - Support the operations manager in tracking project progress and deadlines.

  - Assist with the preparation of project documentation and reports.
  - Coordinate with vendors, subcontractors, and suppliers as needed.

  - Complete project-close binders for each client to utilize for Pool School

  

- **Communication and Coordination:**
  - Facilitate communication between different departments to ensure seamless operations.
  - Organize and schedule meetings, preparing agendas and taking minutes.
  - Handle correspondence, both incoming and outgoing, including mail, email, and phone calls.

**Qualifications:**

- Proven experience as an Office Manager, Administrative Assistant, or similar role.
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
- Knowledge of basic bookkeeping and office administration.
- Ability to work independently and as part of a team.
- High level of professionalism and confidentiality.
- Experience in the construction industry is a plus but not required.

**Education:**

- High school diploma or equivalent; a bachelor’s degree in business administration or a related field is preferred.

**Compensation:**

- Competitive salary based on experience.
- Paid time off.

**How to Apply:**

Interested candidates are invited to submit their resume to drew@poolsbyyork.com.

Company DescriptionPools By York is a leading pool construction business specializing in designing and building backyard experiences around fiberglass pools for residential clients. We pride ourselves on our commitment to quality, innovation, and customer satisfaction. We are seeking a dedicated and organized Office Manager to join our team and help us maintain our high standards of service and efficiency.Company DescriptionPools By York is a leading pool construction business specializing in designing and building backyard experiences around fiberglass pools for residential clients. We pride ourselves on our commitment to quality, innovation, and customer satisfaction. We are seeking a dedicated and organized Office Manager to join our team and help us maintain our high standards of service and efficiency.

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